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Version 32.1 by Isaac Mejia on 2026/06/08 20:03
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1 {{include reference="KBArticleHeader.WebHome"/}}
2
3 Whether you are creating add-on packages for services at your facilities, scheduling activities for your members, or having your members sign up and enroll for these activities, the **Activity Scheduler** can be a huge asset for your business. Below is a overview of the **Activities Scheduler** and the features it has to offer.
4
5 == Accessing Activity Scheduler ==
6
7 [[image:1590657048.png]]
8 To access **Activity Scheduler,** log into **Club Advantage** software. Once on the **Operations**page you will see links for different tabs in the **Activity Scheduler**. To start, please select the **Calendar** link.
9
10 == Calendar ==
11
12 [[image:1590722589.png]]
13 This is the **Calendar** screen. Below we will be defining what is on this screen.
14
15 **Tabs:**Below the **Activity Scheduler** title you will see four tabs. These tabs will be how you will navigate through the **Activity Scheduler.** We have **Calendar, Activities, Packages and Settings**. We will be going over these tabs more in detail throughout the overview.
16
17 **Filter Activities By:** You will be able to **Filter Activities** by any one of the selections in this section, **Date, Activity Group, Activity, Instructor,**and**Location**. Once you have made a selection the **Calendar** will reflect what has been chosen.
18
19 **Day Week Month:**If you select any one of these options from the drop down on the right, the **Calendar** will show what **Activities** are scheduled based on that timeframe.
20
21 == Selecting An Activity ==
22
23 [[image:1590624284.png]]
24 Now we will be going over the functions within the **Calendar**.
25
26 First is **Signing up a Member** for an **Activity**. This is a great way to see who is attending the **Activities** you will be offering, and make is easier to give your **Instructors** a gauge of how many people are attending the classes, so they can adjust their schedules accordingly.
27
28 Please run your cursor to an **Activity** you would like a member to sign up for. In this case we will be signing up a member for Yoga activity offered at 1PM.
29
30 == Sign Up Members Screen ==
31
32 [[image:1590624290.png]]
33 This is the Sign Up Members Screen. This is divided into 5 sections, **Activity, Sign Up Members, Signed Up Members,**and**Package.**
34
35 **Activity:**This section goes over the basic information of the **Activity** you have selected.
36
37 **Activity:** Name of the **Activity** you have selected
38
39 **Group:** **Activity Group** the **Activity** is attached to
40
41 **Instructor:** Name of the **Instructor** attached to the**Activity**. If blank that means there is no **Instructor**attached.
42
43 **Email: Email** of the **Instructor** attached to the **Activity**. If blank you can place a email on file if you wish.
44
45 **Location:** Where the **Activity** will take place. As you can see it going to be in **Studio 1**
46
47 **Available Days:** This field will show when the **Activity** is **Available** from.
48
49 **Book From:** Will Show the **Day and Time** the **Activity Starts.**
50
51 **Book To:** Will show the **Day and Time** the **Activity Ends.**
52
53 **Sign Up Members:**This is where you will search for the Member you will like to sign up.
54
55 **Name:** Select the **Magnifying Glass** Icon. A **Find a Member** screen will appear enabling you to find the member. Once you have found the member click on their name and it will appear in the **Name field**.
56
57 **Email:** If the Member you have selected has a valid email address it will appear in this field. You can send the member a notification of the class they have signed up for.
58
59 **Comment:** You can place a comment to the members thanking them they joined, or any other information that they will need to know
60
61 Once you have found the member you can then sign them up for the**Activity** and then the other sections**Package and Signed up Members** come into play. Please select **Sign Up** on the bottom Right Hand corner of the screen.
62
63 == Sign Up Members Screen 2 ==
64
65 [[image:1590558745.png]]
66 **Signed up Members:** Any member you have signed up with for this **Activity**will appear here. You will be able to **Print** a list of who is attending by selecting the **Print** icon. Click the name of member, If you would like to attach a **Package** or select if the member has **Attended**the **Activity.**
67
68 **Package:** If the member you have selected has an **Activity Package** you would like to attach, select the **Magnifying Glass** and a window will appear with the **Packages** that can be attached, then just click on the package.
69
70 Now that we have **Signed up the member**, on the bottom you will have 4 options to choose from.
71
72 **Record Session:** If this **Activity** is in association with a **Session Activity Package** you can select this choice to **Record a session** on that members **Activity Package**.
73
74 **Drop out:** If the member will not be attending and would like to remove themselves to let someone else sign up for the class you can do so by selecting **Drop Out.**
75
76 **Done:**If you are finished signing up members for the Activity select **Done Sign up**to go back to Activity Scheduler Main Screen.
77
78 **Save:** You will select Save if you would decide to sign up another member for the Activity or make any adjustments to the Member you have just Signed up.
79
80 == Availability and Color Coding. ==
81
82 [[image:1590624298.png]]
83 Now we will navigate back to the **Calendar**.
84
85 If you look at the 1PM slot for Yoga, it only has 9 slots available. This is because only 10 Members can sign up for this class. This can be adjusted to whatever number your instructor can handle.
86
87 If you look on the top of the **Calendar** we have a **Color Code Key**which will help explain the colors you may see on the **Calendar.**
88
89 **Blue: Activity** is **Open** for sign up
90
91 **Red: Activity** is **Full** and sign up is no longer permitted
92
93 **Grey: Activity** has already **Past** and is unable for members to sign up
94
95 == Create/Edit Activity through the Calendar ==
96
97 [[image:1590591527.png]]
98 The last feature we will be going over in the **Calendar** is **Creating/Editing Activities** through the **Calendar**. It is very easy and does come in handy.
99
100 **To Create an Activity:** Please run your cursor to an available or unscheduled time and Click.
101
102 **To Edit or Create an Activity:** Run your cursor to an **Activity** and **"Right Click"** then a Menu will appear, you can select **Edit Activity** to **Edit** that **Activity** you selected or you can select **Create Activity** and you can **Create** an **Activity** during the time another **Activity** is set as well.
103
104 Once you have selected either option...
105
106 == Edit/Add Activity Screen ==
107
108 [[image:1590624304.png]]
109 This screen will appear. You can **Edit** any **Activity** this way or if you need to **Create,** the fields in this screen will be blank. Below is a description of all the fields.
110
111 **Activity:** This is the field where you will name the **Activity** you wish to create or edit. //This is a required field//
112
113 **Group:** The **Group** that will be associated with the **Activity.**//This is a required field//
114
115 **Duration:** How long the **Activity** will be. Place either how many **Minutes** or **Hours** the **Activity** will be the the first field and then with the drop down select either **Minutes** or **Hours**. Ex. 30 Min or 1 hour. //This is a required field.//
116
117 **Instructor:** Whom is teaching/running the **Activity**. Select the drop down and all **Instructors** that have been entered in should appear.
118
119 **Instructor E-mail:** If your **Instructor** would like to be notified by email if someone has signed up for the **Activity**, please place the **Instructors** email in this field and select the correct choice in **Notify when Booked**.
120
121 **Location:** If you have a certain room or location where the **Activity** will take place, you can select the drop down and attach that **Location** to the **Activity**.
122
123 **Attendee Limit:** Where you will place how many people can attend your **Activity**. You can also choose if it is exclusive to active members by checking the **Members** **Only** check box.
124
125 **Dates:** Where you will select when the **Activity** begin and ends. If you wish to have a recurring activity and no end date please leave the **To** section blank.
126
127 **Time:** The time your **Activity** will take place. It will need to also match the **Duration**you placed on file as well.
128
129 **Days:** This is where you can select what days the **Activity** will be taking place.
130
131 **Daily:** If your **Activity** will take place every day place select this choice.
132
133 **Weekdays:** If your **Activity** will take place Monday-Friday please select this choice.
134
135 **Weekends:** If your **Activity** will take place Friday-Sunday please select this choice.
136
137 **Custom:** If you would like to choice which exact days your **Activity** will take place like Tuesday and Thursdays only, select this choice and check the days your **Activity** will be available.
138
139 Once all information is filled out select **Save Activity** and you have now just **Created/Edited** your **Activity**. This Activity will now appear in the **Activities** section and will appear on your **Calendar** and will be eligible for members to sign up.
140
141 This completes the **Calendar**. We will now start to go over the Tabs.
142
143 == Activities Tab: Manage Activities and Scheduled Activities ==
144
145 [[image:1590558751.png]]
146 The first tab we will be going over is the **Activities Tab**. Some of the features within the **Activities Tab** is **Creating/Editing Activities and Emailing Scheduled Activities.**
147
148 The **Activities Tab** has two links, **Manage Activities** and **Scheduled** **Activities.**
149
150 First we will go over the **Manage Activities** link.
151
152 == Manage Activities Link ==
153
154 [[image:1590755351.png]]
155 When you select the **Manage Activities Link** this screen will appear. You will see most of your **Activities**.
156
157 If you do not see all of them go to the **Filter By** section and filer packages by **Group or Instructor.**
158
159 If you wish to Edit one of your **Activities,** select the **Activity** and a **Edit Activity Screen** will appear.
160
161 If you instead need to **Create an Activity** select the **Create Activity Link** on the right.
162
163 We do have a separate manual available for this tab for some further in depth options you have. Please refer to the **Manage Activities User Guide** for any questions.
164
165 Next we will discuss the **Scheduled Activities** Tab.
166
167 == Scheduled Activities Link ==
168
169 [[image:1590722615.png]]
170 The **Scheduled Activities Tab**.
171
172 Any of the members you have scheduled for an **Activity** that day will appear in the **Member Activities** section.
173
174 You can check the box under the **Select** column and then select the **Email Member** link to email that member a reminder about the **Activity.**
175
176 If you need to bring up another day's **Activities** or a certain members **Activities** they have sign up for, use the **Search Criteria** field.
177
178 //This completes the **Activities Tab** overview. We will now look over the **Packages Tab.**//
179
180 == Packages Tab: Manage Packages, Buy Packages, Purchased Packages, Record Session ==
181
182 [[image:1590558757.png]]
183 We are now going over the **Packages Tab**. Some of the features of this tab are **Creating Activity Packages, Purchasing Activity Packages,**going over**Purchased Packages**,****and**Recording Sessions**on**Session Activity Packages.**
184
185 There are four links attached to this tab: **Manage Packages, Buy Package, Purchased Packages and Record Session.**
186
187 The first link we will go over is **Manage Packages.**
188
189 == Manage Packages ==
190
191 [[image:1590657058.png]]
192 When you select the **Manage Package** link this screen will appear. We have the **Select Activity Package** section and the link off to the right **Create Packages.**
193
194 The **Select Activity Packages** section will allow you to search for existing **Activity Packages** by **Activity Group** or **Activity Package.**
195
196 The **Create Package** link will forward you to **Create** an **Activity Package** in the **Activity Scheduler.**
197
198 Please select **Create Package.**
199
200 == Create Activity Package ==
201
202 [[image:1590624318.png]]
203 Now that the link has been selected we are on the **Create Activity Package** section.
204
205 We will go over the **New** **Activity Package** section first.
206
207 **Activity Group:** Select the Activity Group you wish you package to be attached to. All Active Activity Groups will appear here
208
209 **Package Name:**Type the name of the package you wish to create
210
211 **Package Status:**Select **Active or Inactive** if you wish for your package to be able to be sold.
212
213 **Package Type:** In this field you will select either **Session or Non-Session**. **Session** means that you will have to track and record sessions member is using where Non Session you do not.
214
215 **Requires Instructor:**Select**Yes or No** if this package requires a**Instructor** to be attached when selling the package.
216
217 **Taxable:**Select**Yes or No**if you would like **Sales Tax**to be applied to the**Package.**
218
219 **Description:**Place a brief **Description**of the package you are selling.****This field comes in handy when selling**Activity Packages**through the**Member Access Portal.**
220
221 **Available in MAP:**Select**Yes or No** if you are intend to sell this package in the**Member Access Portal.**
222
223 **Editable Pricing Plans:**Select**Yes or No** if **Club Advantage users**can **Edit Pricing Plans**for this package.
224
225 Once you have all fields filled out to your specifications, we will need to **Create a Pricing Plan** for the package.
226
227 Please select the **Create Pricing Plan** link off to the right.
228
229 == Creating a Pricing Plan for an Activity Package ==
230
231 [[image:1590657064.png]]
232 The**Edit Pricing Plan** link will appear. This is where you will set all financial information regarding the**Activity Package**.
233
234 You can create multiple **Pricing Plans** for an **Activity Package.** Below we will go over the the **Edit Pricing Plan** link.
235
236 **Plan Name:** Name you would like to give the **Pricing Plan**
237
238 **Package Term:** You will have 3 choices to choose from **Session, Fixed Term or Open End**
239
240 **Session:** Select session if the**Activity Package** is a **Session Activity Package**
241
242 **Fixed Term:** Select **Fixed Term** if the **Activity Package** will **Expire** after a certain amount of time **(You will need to select a recurring option if this is selected)**
243
244 **Open End:** Select **Open End** if the **Package** will continually be charged and a **Recurring Option** will be selected. **(You will need to select a recurring option if this is selected)**
245
246 **Recurring Options (Not Pictured):**Select **Weekly, Bi Weekly, Monthly, Quarterly, Semi-Annual or Annually** to determine when the members package will process
247
248 **Min Sessions:** Place the number of **Minimum** **Sessions** the **Pricing Plan** will process for **(will not appear if Package Status is set to Non Session)**
249
250 **Max Sessions:** Place the **Maximum** number of **Sessions** the **Pricing Plan** will process for **(will not appear if Package Status is set to Non Session)**
251
252 **Sessions Expiration:** If the **Sessions** will never **Expire** and the member can use them when they please select **Never Expire**. If you want to place an **Expiration Date** select **Expires In (will not appear if Package Status is set to Non Session)**
253
254 **Member Only:** Check this box if only members can use this **Pricing Plan**. No **Guests** will be able to use this **Pricing Plan** if checked **(will not appear if Package Status is set to Non Session)**
255
256 **Payment Term:** Select **Member must Pay in Full** if Payment is due today or Select **Recurring Payment** if payment will continually be charged
257
258 **Payment Amount:** The amount you like to charge for the **Activity Package**
259
260 **Plus Tax:** If you have **Sales Tax** included it will place what the **Payment Amount** is **Plus Tax.** You can add **Additional Tax** as well if needed.
261
262 **Payment Amount is:** If the **Amount** is **Per Session** select this. If the **Amount** is **Per Recurring SET of Sessions** select this. If the **Amount is Per Package** sold select this.
263
264 **Discountable:** Select **Yes** if a discount can be applied to the **Price** , Select **No** if a discount cannot be applied to the **Price.**
265
266 **Bill if Frozen:** Check if you would like payments to continue even if the members account is**Frozen**
267
268 **Bill if Inactive:** Check if you would like payment to continue even if the members account is **Inactive**
269
270 Once all fields are filled in full to your liking please select **Save**in the bottom right hand corner.
271
272 //If you have any questions at any time regarding this please feel free to contact us here at eFit Financial (877-772-3348), where one of our client support representatives will be happy to assist you!//
273
274 == Save Package ==
275
276 Now that we have selected **Save** the **Pricing Plan** will appear under the **Pricing Plan Section** of the **Create Activity Package** section. This completes the **Manage Package** link.
277
278 Now we will be going over the **Buy Package** link.
279
280 == Buy Packages 1 ==
281
282 [[image:1590755357.png]]
283 The next link we are going to touch on is the **Buy Packages** link. This is what you will select to sell an **Activity Package** to a member. When selecting the **Buy Package** link this screen will appear.
284
285 == Buy Packages 2 ==
286
287 [[image:1590624326.png]]
288 There are 3 Sections. The **Select Activity Package, Package Info** and the **Pricing Plan.**
289
290 **Select Activity Package:** Use the drop down menus for both **Activity Group** and **Activity Package** to select the exact **Activity Package** you wish to sell.
291
292 **Package Info:** Once you have selected the **Activity Package** the **Package Info** will appear going over the **Package Type** and **Package Description**attached to the **Activity Package** selected.
293
294 **Select Pricing Plan.** Once you have gone over both fields all **Pricing Plans** attached to the **Activity Package** selected will appear. Please select the **Pricing Plan** you wish to sell.
295
296 We are looking over this briefly because we do have a separate manual that goes over the next steps in detail. If you have any Questions please refer to that manual or contact eFit Financial.
297
298 The next link we are going to go over is the **Purchased Packages** link.
299
300 == Purchased Packages Link ==
301
302 [[image:1590657070.png]]
303 When you select the **Purchased Package** link, you will be forwarded to this screen. There are 3 sections to this screen, **Select Member, Member Account, and Select Activity Package.**
304
305 **Select Member**: This section we will be able to find members/guest who have **Active Packages**. Please select one of the **"Find"** links and search accordingly for the member/guest in question.
306
307 **Member Account:** Once you have found the member/guest some of their basic information will appear here.
308
309 **Select Activity Package:** Now that we have looked over the member/guest info we can now select one of the **Active Activity Packages** they have attached to their account. Run your cursor to the**Package** and click.
310
311 == Packages and Sessions ==
312
313 [[image:1590755363.png]]
314
315 [[image:1590591533.png]]
316 Once you have selected the **Activity Package**, a **Packages and Sessions** section will appear with the **Package Info**.
317
318 **Package Details:** This outlines the Basic information of the package.
319
320 **Payment:**Goes over all **Financials** of the **Activity Package**. Here you can make adjustments to the **Next Payment Invoice Date**, The **Payment Method** and place a**Renewal** on the package. After making any of those adjustments just select **Save** in the bottom right hand corner.
321
322 You can **Print** out a copy of the **Original Agreement** if you need to as well by selecting the **Print Original Contract** link.
323
324 If you need to **Cancel** the package and remove it from the members account please select **Cancel Package.**
325
326 This completes the **Purchased Packages** link. We will now touch on the **Record Session** link.
327
328 == Record Session ==
329
330 [[image:1590657078.png]]
331 The final link in on the **Packages Tab** is the **Record Session** link.
332
333 This is where you will go to **Track** and **Record Session** for members with **Session Activity Packages**.
334
335 As you can see here the initial **Record Sessions** looks a lot like the **Purchased Packages** screen.
336
337 When you do use the **"Find"** links and you bring up a member/guest what will appear is only the **Session Activity Packages** attached to that member.
338
339 When you see the **Session Activity Package** appear under the **Select Activity Package** section please select that **Package**.
340
341 == Record Session Tab ==
342
343 [[image:1590624340.png]]
344 Once you select the **Session Activity Package** 4 tabs will appear under **Package & Sessions.** **Package Info, Earned Session, View Session Log and Record Sessions.**
345
346 The tab we will be going over is the **Record Session Tab**.
347
348 The **Record Session Tab** is where we will Record a Session on the members **Activity Package.** We will need to adjust the **Session Log Data Section** to be able to **Record**.
349
350 **Session Log Data**
351
352 **Session Date & Time:**The **Date & Time** the **Session** was used. This can be adjusted if you may have forgot to **Record a Session** from the day before.
353
354 **Sessions Used:**You will place the **number of sessions used** in the package during the **Date and Time** for that Member.
355
356 **Instructor:**If you would like to keep track of who is recording the session you can place the Instructor's name in this field by selecting the Magnifying Glass icon and selecting the correct Instructor.
357
358 **Generate Ticket:**You can check the **check box** if you would like to **Print a Receipt** of the **Session** that is going to be recorded for the members records. This will give information such as how many sessions they have left and how many they have used along with date and time of the session that will be recorded.
359
360 Once all information in the **Session Log Data** is filled out please select **Save** in the bottom right hand corner.
361
362 If you would like more information regarding this feature please go over the **Record Session User Guide.**
363
364 This completes the **Packages Tab.** We will now go over the final tab which is the **Settings Tab**
365
366 == Settings Tab: Activity Groups, Activity Locations, Instructor Availability Schedule, Member Payment Options, Calendar Default Hours ==
367
368 [[image:1590624346.png]]
369 This is the **Settings Tab**. Some of the features of this tab are **Creating Groups for packages, Creating Locations where Activities take place, Setting your Instructors availability,**and****placing**Payment Options**on your members/guest accounts.
370
371 Their are five links attached to this tab, **Activity Groups, Activity Locations, Instructor Availability Schedule, Member Payment Options**and**Calendar Default Hours**
372
373 The first link we will go over is **Activity Groups**.
374
375 == Activity Groups ==
376
377 [[image:1590755369.png]]
378 The **Activity Groups** link is where you will go to **Create/Edit Groups** that can be attached to **Activities** and **Packages**. You can either use the **Select Activity Group** drop down to **Edit a Existing Group** or Use the **Edit Activity Group** section and place a name of a new **Group** in the **Group Field** and select **Save**.
379
380 There are other features to this link as well and you can refer to those by going to the **Activity Group User Manual.**
381
382 We will now go over the**Activity Locations** link.
383
384 == Manage Activity Locations ==
385
386 [[image:1590558767.png]]
387 The**Activity Locations** link will allow you to create and **Edit Locations** that can be attached to**Activities** you create within the **Activity Scheduler.**
388
389 To **Create** a new **Location** select the **Create Location**link.
390
391 Once you do an**Edit Location** window will appear. You will then place the name of the **Location** in the **Location** field and then select **Save.**
392
393 If you need to **Edit** an **Existing Location** just select the **Location** under the **Locations** section and the**Edit Location** window will appear, where you can adjust the name or make the **Location Active**or**Inactive.**
394
395 That completes the **Activity Locations** link. We will now go over the **Instructor Availability Schedule** link.
396
397 == Instructor Availability Schedule ==
398
399 [[image:1590657088.png]]
400 The**Instructor Availability Schedule** will allow you to set the times an **Instructor** is available for **Activities.**
401
402 To start go to the **Select Instructor**section on the left and select the **Magnifying Glass** link. A pop up will appear with all **Instructors** for the facility.
403
404 Once you select the **Instructor** you wish to adjust times for, the **Availability Schedule** will then activate. You will then set the **Dates, Time and Days**your **Instructor** is available.
405
406 As you can see in the picture, **Instructor Gabe Salazar** has a **From**date of 8/4/14 to Blank which means he does not have an **End** date. He is **Available** from**5:00 AM to 10:00 PM** and under the **Days**field that is under **Weekdays**. So anyone can schedule him from the Hours of **5 AM - 10 PM Monday through Friday.** Then select save and the **Instructors Availability** is set.
407
408 Lets say the **Instructor** has a vacation up and needs to make sure no one is scheduling him/her for **Activities**. The **Instructor** can set the **Unavailable Dates** and no one will be able to schedule them into an **Activity**. **Select Unavailable Dates** and a pop up will appear, set the dates the**Instructor** will be unavailable.
409
410 If the**Instructor** needs to set a block of time they are not available for a certain day, say a lunch break or they need to pick their kids up from school, they can select the **Unavailable Times** link and set the time they are **Unavailable**, so no one can schedule an **Activity** for them during that time.
411
412 This completes the **Instructor Availability Schedule** link. We will now go over the **Manage Payment Options** link.
413
414 == Member Payment Options (refer to manual) ==
415
416 [[image:1590657094.png]]
417 The **Member Payment Options** link is where you can place a members **Credit Card or EFT Information** on file to be used strictly for **Activity Packages**.
418
419 After finding the member in the **Select Member** section all of their **Payment Options** will appear in the **Payment Options Section**.
420
421 To **Edit a Payment Option** select the **Payment Option** you wish to Edit and a **Edit Payment Option** will appear, allowing you to make the necessary adjustments needed.
422
423 To **Add a New Payment Option** select the **Add Payment Option** link and the **Edit Payment Option** will appear allowing you to enter the new **Payment Option**.
424
425 There is a separate manual for this link as well, so if you do have questions please refer to the **Manage Payment Options** manual.
426
427 We will no go over the final link under the **Settings Tab** which is the **Calendar Default Hours**
428
429 == Calendar Default Hours ==
430
431 [[image:1590722631.png]]
432 The **Calendar Default Hours** link allows you to set the times **Activities** can be scheduled.
433
434 The **Start Time** usually will be the time your facility is open to the public. You can set that time by adjusting the **Hour and Minute** drop downs.
435
436 The **End Time** will most likely be about 30 minutes before you close your facility for the day. You will set the time just as you would the **Start Time** by adjusting the **Hour and Minute** drop downs.
437
438 When this is set and you try to schedule an **Activity Before or After** the allotted time a message will appear informing you that this is not in the allotted time.
439
440 This completes the overview of the **Settings Tab**.
441
442 == Wrap Up ==
443
444 This completes the overview of the new **Activity Scheduler**. Now if you have any questions or concerns regarding anything in the **Activity Scheduler**, please contact one of our **Client Support Representatives**at**877-772-3348.**